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What File Format Should You Use For Your Resume?

Don’t risk your resume coming out as garbled symbols or missing the automated screeners - this guide outlines what file format to pick and why.

3 years ago   •   9 min read

In today's highly competitive job market, every detail counts. Among those, one crucial, yet often overlooked, factor is the file format of your resume. It's not just about the content, but also how that content is delivered. The wrong format could mean the difference between your resume being reviewed or disregarded.

Imagine having the perfect skill set and experience for a job, only to be rejected because the hiring manager or the Applicant Tracking System (ATS) couldn’t properly open or read your resume. Sounds unfair, doesn't it? But it happens more often than you might think.

That's why understanding the right resume file format, its compatibility with various systems, and its impact on presentation is essential for anyone entering or navigating the job market. This article will guide you through the most common file formats, their pros and cons, and how to make the best choice to get your resume in the 'yes' pile.

PDFs are the best resume file format

Google Docs and Microsoft Word are two of the most popular word-processing applications in the world, and they are extremely effective tools to write and edit your resume. When sending your resume, though, you want to export your document as a PDF, instead of leaving it in Word format (i.e. docx).

Imagine you've crafted a visually stunning resume in a .docx format with an intricate design and a unique font. It looks perfect on your screen, but when a potential employer opens it on a different system, the layout and design are distorted due to software incompatibility, leading to a sloppy and unprofessional appearance.

On the other hand, if you'd saved the same resume as a .pdf, it would appear consistently across different devices and software, maintaining your original design and layout.

Accessibility

Despite the huge market share of Microsoft, not everyone has them installed on their devices. If you send your resume as a DOC or DOCX from Microsoft Word and the hiring manager doesn’t have Microsoft Office installed, they’ll either have to get a reader or plugin for their particular setup, upload it to Google Docs or opt not to look at it altogether (most just choose this last option!).

With PDF files, however, a wide range of browsers, email programs, and image viewers can open PDFs, including popular ones such as Google Chrome, Mozilla Firefox, Apple Mail, Outlook, and Adobe Acrobat Reader, meaning hiring managers will be able to open them without any issues.

ATS compatibility

Along with hiring managers, Applicant Tracking Systems (ATS) are something else you want to ensure compatibility with. These are resume screeners that process and sometimes score your resume for 'fit' before it reaches a hiring manager. If you apply for a job online, there's a 98% chance your resume will go through an ATS.

When it comes to file formats, ATS software generally prefers simpler, text-based formats. These include:

• .pdf: While PDFs can often be read by ATS software , not all systems can accurately parse PDF files. It is essential to ensure that the job posting does not specifically ask for a different file format.
• .docx: This is typically a safe choice, as most ATS can easily read and parse .docx files.
• .txt: Being the simplest format, a .txt file is always readable by ATS, but it lacks formatting, which can make the human review less appealing.

PDFs generated by Word, Google Docs or most word processing tools are completely readable by Applicant Tracking Systems. By submitting your resume in the PDF file format, you’ll make it possible for ATS to read and process the file and the font without issues.

To check if your resume can be read by these systems, open it in Chrome, Preview, or Adobe Acrobat Reader and see if you can highlight/select the text. If you can highlight text, ATS will be able to read your resume. If you can’t highlight text, ATS will likely not be able to read your resume.

Find out if you’ve chosen the right file format for your resume by uploading it to the tool below — it’ll let you know if your resume is readable by Applicant Tracking Systems and provide tips on how to improve your resume.

Font and layout preservation

Speaking of fonts, it’s a common issue for fonts to be unreadable if they aren’t installed on the device reading them - at least for DOC and other formats. With PDFs, however, what you see is what you get. The document will look exactly like it does on your computer when it comes through to the hiring manager, regardless of whether or not they have the fonts required.

Similarly, file layouts can shift between different versions of Word, causing lines to overlap or margins to shrink and expand. Saving your resume as a PDF means the lines will stay in place.

Harder to edit by recruiters

Once you turn in your resume, you don’t want it to be tampered with — either by an errant keypress or an overzealous hiring manager. Unlike DOCs and other file formats, PDFs are much harder to edit once they are saved.

With so much going for them, it’s easy to see why Vice considers PDFs to be the most important file format in the world. Now that you’re in the know, let’s go over the process to save your Word and Google documents as PDFs.

Related: What to Name Your Cover Letter and Resume Files

Other common file formats

While PDFs have proven to be a reliable choice for most job applications, there are other file formats that you might come across in your job search.

.docx (Microsoft Word)

.docx is widely used and recognized. It allows for easy editing and formatting, which can be an advantage when tailoring your resume for different job applications. Some Applicant Tracking Systems (ATS) prefer .docx as they can easily parse and search for keywords within this format.

But compatibility can be an issue. Although Microsoft Word is ubiquitous, there can be formatting differences between versions or with other word processors. When opened on a system without the same fonts installed, the formatting might change, affecting the visual layout of your resume.

.rtf RTF (rich text format)

.rtf is a universal format that can be opened by almost any word processor, making it highly compatible across platforms. It maintains basic formatting like bold, italics, and underlines.

But .rtf doesn’t support advanced formatting options like columns or images. If your resume relies on complex formatting or design elements, they may not appear correctly in .rtf.

.txt (plain text)

A .txt resume can be useful for job applications that require you to paste your resume into an online form. It's the most compatible of all formats because it can be opened by any software, eliminating the risk of technical issues on the employer's end.

But .txt files don’t support any formatting, not even bold or italics. This can make your resume appear plain and harder to read.

Interactive

Interactive resumes are a great addition to your standard resume, especially in creative and digital-centric roles, but not a replacement! These dynamic resumes, shared as URLs or embedded within applications, offer an engaging platform for employers to interact with your work history, skill set, and professional persona.

File Formats to Avoid for Your Resume

While we've discussed the benefits of using PDF, DOCX, or TXT files for your resume, it's equally important to know which formats you should avoid. Here are some file formats that you should generally steer clear of when submitting your resume:

.jpg or .png (image files)

While these formats may preserve your formatting and design perfectly, they aren't practical for a resume. Most ATS systems can't read image files, which means your resume could go unread. In addition, it's impossible to edit or extract text from these files without using specific software.

.odt (OpenOffice)

OpenOffice may be a good Microsoft Office alternative for personal use, but when it comes to job applications, it's best to stick with more universally accepted formats. Not all ATS systems can parse .odt files, and not all hiring managers may have the necessary software to open them.

.pages (Pages)

This is the default word processor for Macs. However, like with .odt files, not all systems are equipped to handle this format. It's best to convert .pages documents to more universal formats like .docx or .pdf before submitting your application.

Proprietary or Obsolete File Formats

Avoid using old or less common file formats like .wps (Microsoft Works) or .wpd (WordPerfect documents). These are unlikely to be compatible with the hiring manager's system or the ATS software.

Design tools

Generally speaking, don’t use Adobe Photoshop, Canva , or similar design tools to build your resume. While you may be able to save your resume as a PDF using these tools, the odds are high that it will be saved as a PDF image - meaning ATS will not be able to scan the text and enter it into any databases.

If you aren’t sure if your PDF is an image or not, open it and see if you can highlight the text by dragging over it with your mouse. If you can, you’re all set, and ATS will be able to read your resume correctly.

Online resume generators

Like design programs, online resume generators often similarly produce PDF files that are images rather than readable text.

If you use one of these tools, make sure it can be read by resume screeners (an easy way to do that is to test your resume through an ATS ). If you come out with a product that can’t be read by ATS, you’ve dramatically lowered your potential for being spotted by the automated system.

On the topic of ATS, use the tool below to find skills and keywords relevant to the job you’re applying for. It's a good way to improve your chances of getting past ATS screeners.

How to turn your resume into a PDF

First and foremost, you should understand that Microsoft Word and Google Docs are both great options for creating your resume. Feel free to use our database of 250+ proven resume templates . Download one, and fill it out with your own details using the word processor of your choice.

How to save as a PDF with Microsoft Word

Saving a file as a PDF in Microsoft Word isn’t too different from saving it as a DOC, with a few added steps.

• Open your finalized resume using Microsoft Word.
• In the upper left corner, click “File”.
• On the left side of the screen, “Export” should appear about halfway down. Click it.
• You’ll see a button to “Create PDF/XPS”; click that as well. At that point, you’ll be prompted to save the file in a directory of your choice.
• Your resume will be exported into a PDF format and is ready to send out!

How to save as a PDF using Google Docs

Google Docs offers a streamlined process to save your documents as PDFs.

• Open your finalized resume in Google Docs.
• In the upper left corner of the screen, click “File”.
• About midway down the menu, mouse over “Download” to open a popup menu.
• Click “PDF Document (.pdf)”.
• Your resume will download automatically at this point as a PDF; it will appear in your “Downloads” folder by default.

Before you wrap up your resume and get ready to save it as a PDF, consider running it through our free Score My Resume tool, which will provide some quick, AI-powered tips to optimize your resume. As noted above, PDFs are harder to edit once saved so it’s good to have your resume finalized before you do it.

How do I manage my resume file size with images or complex formatting?

Avoid unnecessary high-resolution images and choose simpler formatting. Compress images without losing quality, if needed.

What's your advice on file size and compression for online submissions?

Ensure your file size is small for quick upload and download. Check if the job application has specific file size requirements.

How should I name my resume files?

Use your full name and the word 'resume'. If applying for a specific role, include the job title or reference number.

Can I use special characters in my resume file name?

Avoid using special characters. Stick to alphanumeric characters to ensure your file name is universally compatible.

How can I make my resume stand out?

Be concise, highlight relevant skills and experiences, and tailor your resume to the job description. An interactive resume can also help differentiate you.

Is there a preferred format for sending my resume?

Most employers prefer PDFs due to their universal compatibility. However, always follow specific instructions provided in the job posting.

Should you send your cover letter as a Word document or PDF?

Use Word or Google Docs to save your cover letter as a PDF, and send that. Avoid sending it as a DOC or DOCX for these reasons:

• PDFs are the most accessible, which means your cover letter will be able to be opened without hiring managers having to have Word installed.
• PDFs preserve your formatting, layout, and fonts, allowing you to make sure your resume looks exactly the way you intended.
• PDFs are harder to edit or be tampered with by external recruiters than Word files

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Where Learning Never Ends

What Is the Best Format to Upload a Resume? Winning Job Search Strategy

In today’s digital age, the art of resume writing and uploading has become a crucial step in the job search process. With the rise of online job applications and applicant tracking systems (ATS), the way we format and upload our resumes has become more important than ever. A well-crafted resume can make all the difference in getting noticed by potential employers, while a poorly formatted one can lead to rejection and disappointment. In this article, we will delve into the best format to upload a resume, exploring the various options available and providing tips and best practices to ensure your resume stands out from the crowd.

The Importance of Resume Formatting

When it comes to resume formatting, there are several factors to consider. The first and most obvious is the ATS. Many companies use ATS to screen and filter resumes before they even reach human eyes. This means that your resume needs to be optimized for ATS to increase its chances of being seen. The second factor is the human eye. Employers and recruiters are often overwhelmed with resumes, and a poorly formatted one can be easily overlooked. Therefore, it’s essential to strike a balance between ATS optimization and human readability.

PDF vs. Word Document: Which is Best?

One of the most common questions when it comes to resume formatting is whether to upload a PDF or a Word document. The answer is not straightforward, as both formats have their pros and cons. PDFs are often preferred by employers and recruiters because they are easy to read and can be easily shared. However, they can also be difficult to edit, which may be a problem if you need to make changes to your resume. Word documents, on the other hand, are easy to edit, but they can be difficult to read if not formatted correctly.

PDF Advantages

• Easy to read and share
• Preserves formatting and layout
• Can be used by both Windows and Mac users

PDF Disadvantages

• Difficult to edit
• May not be compatible with all ATS systems

Word Document Advantages

• Easy to edit and customize
• Can be used with any software or device

Word Document Disadvantages

• May not preserve formatting and layout
• Can be difficult to read if not formatted correctly

Other Resume Format Options

In addition to PDF and Word documents, there are other resume format options to consider. These include:

Text files are a simple and easy-to-read format that can be used by both Windows and Mac users. However, they may not preserve formatting and layout, and can be difficult to edit.

HTML files are a more advanced format that can be used to create interactive and dynamic resumes. However, they may not be compatible with all ATS systems, and can be difficult to read if not formatted correctly. (See Also: What To Write In Cv Skills Section? Boost Your Career)

Best Practices for Resume Formatting

Regardless of the format you choose, there are several best practices to follow to ensure your resume is well-formatted and easy to read. These include:

Use a Clear and Concise Font

Choose a font that is easy to read and concise. Arial, Calibri, and Helvetica are popular choices.

Use a Standard Font Size

Use a standard font size, such as 10 or 11 points, to ensure your resume is easy to read.

Use Bullet Points and White Space

Use bullet points and white space to make your resume easy to read and scan. This will also help to highlight your achievements and qualifications.

Use Action Verbs and Keywords

Use action verbs and keywords to describe your achievements and qualifications. This will help to make your resume more searchable and increase its chances of being seen by employers and recruiters.

Proofread and Edit

Proofread and edit your resume multiple times to ensure it is error-free and polished. This will help to make a good impression and increase your chances of getting noticed. (See Also: Can Ai Write My Resume? The Future Of Job Hunting)

In conclusion, the best format to upload a resume is a matter of personal preference and the type of job you are applying for. PDFs are often preferred by employers and recruiters because they are easy to read and can be easily shared. Word documents are easy to edit, but may not preserve formatting and layout. Other format options, such as text files and HTML files, are also available. Regardless of the format you choose, there are several best practices to follow to ensure your resume is well-formatted and easy to read. By following these tips and best practices, you can increase your chances of getting noticed and landing your dream job.

In this article, we have explored the best format to upload a resume, including PDFs, Word documents, text files, and HTML files. We have also discussed the pros and cons of each format, as well as several best practices to follow to ensure your resume is well-formatted and easy to read. By following these tips and best practices, you can increase your chances of getting noticed and landing your dream job.

Q: What is the best format to upload a resume?

A: The best format to upload a resume is a matter of personal preference and the type of job you are applying for. PDFs are often preferred by employers and recruiters because they are easy to read and can be easily shared.

Q: Can I use a text file as a resume?

A: Yes, you can use a text file as a resume, but it may not preserve formatting and layout, and can be difficult to edit.

Q: Can I use an HTML file as a resume?

A: Yes, you can use an HTML file as a resume, but it may not be compatible with all ATS systems, and can be difficult to read if not formatted correctly. (See Also: What Time Does Test Match Resume After Lunch? Find Out!)

Q: How do I make my resume more searchable?

A: To make your resume more searchable, use action verbs and keywords to describe your achievements and qualifications. This will help to make your resume more searchable and increase its chances of being seen by employers and recruiters.

• What Keywords Should I Use in My Resume? Boosting Your Job Chances
• How to List Agile on Resume? Boost Your Career
• How to Say Project Management Skills on Resume? Stand Out From The Crowd

Q: How do I ensure my resume is error-free and polished?

A: To ensure your resume is error-free and polished, proofread and edit it multiple times. This will help to make a good impression and increase your chances of getting noticed.

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How to Select the Best File Format for Your Resume

How to Select a File Format for Your Resume

• Follow the Directions

Saving Your Resume as a Microsoft Word Document

Saving a google doc as a word document, saving your resume as a pdf, save a resume as a text file, how to name a resume file, make it simple for the employer to review your application.

  Jirapong Manustrong /  iStock / Getty Images Plus

It is often the last thing you think about when writing a  resume , but the file format you select for your resume is important. If you send your resume in a format that is impossible or even simply difficult for the employer to open, your application may not be considered for the job.

Most employers want a Microsoft Word document or a PDF file of your resume. Some employers may request a plain text (.txt) version, without any fancy formatting or design.

However, there are many factors to consider when selecting your resume format.

Most Important: Follow the Directions

The file format an employer wants may vary based on the company's  applicant tracking system  (ATS). For example, some tracking systems are not compatible with PDF files.  

The employer may also ask for a particular format depending on how you are submitting your resume—posting it online versus emailing.

Online Resume Posting: If you are posting your resume online, there should be instructions on which file format to use and how to upload your resume. Some employer websites and job sites specify in which format you should send your resume. For example, Indeed suggests uploading a Word document (.doc, .docx), a PDF created from a text file (not scanned in as an image), or a plain .txt, .rtf, .html, or .odt file.  

Emailed Resumes: For emailed applications, some companies may ask you to  send your resume as an attachment . For example: "Submit Resumes as Adobe PDF or Microsoft Word attachments."

Other employers may be concerned about viruses, which can be found in email attachments. In the job ad, employers may specify that any emailed documents be PDFs, which are virus-free. Some employers may request that you copy your resume directly into the body of your email, avoiding attachments entirely. In this case, you'll save your resume as a text (.txt) file, and then paste it directly into the email.

It's very important to follow the instructions in the job posting. Don't send a different file format, or your resume may not be viewable and may not even be reviewed.

To save your resume as a Word (.doc or .docx) document, click on File, Save As, and type in the file name you are giving your resume. 

If you don't have Microsoft Word, you can save a Word (.docx) version of a Google Doc.

To save a Google Doc as a Word Document:

• Go to  File > Download As  and choose  Word Document (.docx).

It's important to note that there may be formatting issues when converting files to another file format, so it's a good idea to have someone with Word on their computer check your resume to make sure it has retained the formatting. If it hasn't, you may consider going with a PDF.

While nearly every company either has Microsoft Word or access to Google Docs, which makes opening a .doc or .docx file easy, there are some significant advantages to saving your resume as a PDF. The disadvantage is that the employer's applicant tracking system may not be able to read it.  

Microsoft Word and other word processing programs often place squiggly lines under misspelled words or grammatical errors, but many of these "mistakes" are not errors at all when it comes to resumes.

A lot of industrial jargon or company names, for instance, may not be in the word processing program's dictionary, but that does not mean they are spelled incorrectly. By saving your resume as a PDF, those squiggly lines, which could be distracting to hiring managers viewing a document on the screen, will not show up.

Plus, while both Macs and PCs can run Microsoft Word, documents often appear differently when opened on a Mac than when opened on a PC. It's possible that some of your careful formatting will not show up correctly if hiring managers use a different operating system. That's not the case with PDF documents.

If you are sending a resume directly to a contact or hiring manager through email, a PDF is often your best option. For resumes submitted through an application system, follow the directions specified.

To save a Word document as a PDF:

• Go to  File > Save As  in Microsoft Word.
• In the box that opens up, select  PDF  from the  Format  drop-down menu.

To save a Google Doc as a PDF:

• Go to  File > Download As  and choose  PDF Document .

In some cases, employers may request a plain text version of your resume. Here's how to save it.

Copy your resume into a plain text editor like Notepad, which should be available on your computer (search for Notepad to find it), or use an online tool to convert to plain text.

• Change any bullets to asterisks add a space after the asterisk.
• Check for other leftover formatting marks and edit them.
• Change your headings to all capital letters, so they stand out. For example, PROFESSIONAL EXPERIENCE.
• Add spacing between sections for readability.

Whatever format you use, make sure the  title of the resume file  is clear and straightforward for the employer. Unless the job application advises otherwise, use your name as part of the file name (i.e., JaneDoeResume.doc), not simply the word “Resume.”

The goal is to make it as easy as possible for the employer to open your resume and learn about your qualifications. Therefore, follow directions carefully, and keep your format and resume title as straightforward as possible.

SHRM. " What’s Wrong with My Resume? " Accessed July 19, 2021.

Indeed.com. " How to Post or Upload a Resume ," Accessed July 19, 2021.

CareerOneStop. " Design for Easy Reading ." Accessed July 19, 2021.

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